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Job: HEAD OF REGION KARAMOJA

, , 02:16
Location: Uganda 
Deadline: 27 Sep 2013 

 Description
The Head of Region Karamoja is based in Moroto, (500 Km / one-day drive from Kampala). He reports to the Country Director. His/her duties focus on the supervision of logistics, Finance and Human Resources aspects in Moroto. He/she is responsible for security of ACF staff, equipment and compounds in Moroto, through constant monitoring of the security and humanitarian context of Karamoja and enforcement of security protocols. He/she also represents ACF externally in pertinent meetings with government, and humanitarian community in Karamoja (Moroto and Kaabong areas). He/she ensures the communication/coordination within the base and between Moroto, Kaabong and Kampala.
Objective 1: Supervise the logistics and administration departments and staff in Moroto base and District.
PROCUREMENT:
Ensure the timely purchase of goods and services for all programs department Ensure the respect of all procurement procedures through a transparent process, regularly visiting suppliers whenever necessary to ascertain prices on the local market Promote efficiency and cost effectiveness in procurement by planning purchases ahead (promote procurement plans, enforce monthly orders of materials…) and by making regular orders to the capital Maintain stored goods in good condition throughout their storage life by implementing best storage practices, i.e. arrangement of good on pallets, shelving of products, packing of loose items in boxes, loading bay… Enforce the rules and policies for storage by ensuring that the relevant documentation: release orders delivery notes, stock cards, bin cards… is filled in correctly. Control at least once a month the chain supply documentation and also verify randomly that stock cards, allocation and ID forms for equipment and other vital logistic document are all in order and properly filled in.
LOGISTICS:
Maintain the fleet in good mechanical conditions through the respect of the maintenance plans and other ACF fleet policies in place. Liaise with Logco on all major repair Promote security and security for vehicles through sensitization, driver briefing and close follow up using ACF Uganda`s in house car / motorbikes tracking software, thus ensuring that drivers strictly abide to Ugandan traffic laws and/or ACF driving rules (whichever is more restrictive) Ensure that all the equipment in Moroto is properly maintained and tracked as per the ACF Uganda equipment policy and general kit log rules, by carrying out regular inventories on the base and checking the relevant documentation Provide support to the capital IT during his/her visit and help with the terms of reference, but also use that support whenever a problem arises Carry out renovation, construction and/or maintain the base of Moroto and sub-offices (Iriri) in good order. Promote visibility by ensuring that posters, signs, flags are appropriately displayed on ACF premises and or vehicles, and that such visibility materials respect ACF’s current branding rules. Provide kit log training for the logistics staff whenever necessary or when procedures are not well understood by staff members Check with the Logistic Coordinator (LOG-CO) or in the kit log for existing procedures whenever trying to enforce related logistic policies Perform regular staff reviews of the logistic staff and ensure that the base logistician is also carrying them out Aside the general routine tasks, set monthly or trimester objectives for the base logistician, including performance or behavioral related objectives
FINANCE:
Prepare the cash forecast for the base respecting deadline.
Follow closely the accountancy with the base admin: o Ensure that accountancy is entered daily in accounting system SAGA. o Weekly cash and advances controls to be sent to the Financial Coordinator (FIN-CO). o Weekly random check of invoices. o Monthly check of invoices vs SAGA and allocations. o Sending of the accountancy to FIN-CO respecting deadline.
Promote the use of Budget Follow Up at base level (logistics, administration and programs) to ensure the best allocations possible for expenses. Ensure that the base admin is following up carefully all living expenses made for expatriates in particular, through random checks of food and non food items purchases and stocks in the base.
HUMAN RESOURCES:
Ensure that mission HR procedures and staff regulations are implemented on the base, especially on: o Recruitment o Administrative action (process to follow carefully) o Termination of contracts o Payments of per-diems.
Ensure that the monthly salary database and leave document prepared by the base admin are correct and sent on a timely manner to Capital. Ensure that all newly recruited ACF national staff is briefed correctly on his Job Description and the code of conduct of ACF Ensure that the evaluation of staff is done: o In a timely way (follow up on planning of evaluations). o In a proper way (review the evaluations to spot inconsistencies).
Organize a monthly base general staff meeting and follow up (with HR) on inquiries by the staff.
Objective 2: Ensure the safety and security of ACF staff, equipment and base in Moroto district.
Brief all new ACF expatriates on ACF safety and security procedures on the base. Follow up security situation at the field level, and take decisions accordingly (especially movements) in collaboration with the CD and LOG-CO. Ensure that ACF rules and regulations concerning staff security and safety are being followed by all regional staff and visitors to the base. Participate to the update the regional security plan as necessary, in collaboration with LOG-CO and CD. Propose amendments to the security plan if needed. Propose change on Lima (security) levels according to the context. Ensure that all communication equipment and vehicles are functional. Report fleet/equipment problems immediately to LOG-CO. Ensure security stock and medical kits are regularly checked by pertinent focal points. Promote the acceptance of ACF and its programs in host and work locations and communities.
Objective 3: Represent ACF externally in all meetings with government and other stakeholders in Moroto and at regional level
Activities:
Ensure all stakeholders have a clear understanding of ACF charter, background, security procedures, programs objectives, activities in the field. Ensure regular contacts with local authorities (CAO, LC5, RDC, Ministry of Health, etc…) Ensure regular contacts with all relevant humanitarian partners (NGOs, UN…) Ensure ACF attends all relevant humanitarian coordination meetings and actively participate. Represent ACF to the courts in case of judicial actions.
Objective 4: Ensure effective and timely communication/coordination between Moroto, Kaabong, and Kampala.
Activities:
Promote information flow between the capital and the field (sharing information). Implement weekly coordination meetings on base and keep the minutes of meeting. Organize regular general staff meetings on base.
Objective 5: Specific regional attributes
Activities:
Represent ACF in regional meeting, after getting the proper information from Kaabong HoB and capital Follow up regional security and humanitarian trends and feed CD and LOG-CO with relevant information. Be focal person for security bulletin circulation. Combine weekly SITREPS from Moroto and Kaabong and send it to CD on Friday afternoon.
POSITION REQUIREMENTS
QUALIFICATIONS
University degree
SKILLS & EXPERIENCE
ESSENTIAL
Good experience in logistic procedures Skilled in logistic evaluation and recommendation Skilled and experienced in capacity building IT (network)/ communication equipment knowledge Respectable personality, good communicator, leadership Ability to develop relationships with other actors. Significant experience in logistics of NGO, Good knowledge of donors’ guidelines (ECHO, UN…), Experience in African context.
How to apply:

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